The Nimble BPM Blog

This week we taught one class a day for the first of the BP Logix end users. During the class we divided the participants into groups of three and assigned them a role of either form initiator, employee, or approver. We then explained the overall process to them so they could become familiar with the BP Logix jargon. Next, they logged into the server and began filling in our Summer Session Appointment form. The “official” initiator in each group forwarded the form to the “employee” who accepted the form and then sent it on to the first “approver.” The groups sat in the same row in the computer lab so they could easily move their chairs to view each other’s screens. We heard comments like “slick,” “oh, nice,” and “I’m so glad it can do that!” We now have approximately half of the 150 users of the old system ready to use forms in BP Logix. We will offer training for the remainder in the near future.

Most of the questions we received proved to be policy and/or procedure questions for handling the forms. Some common exceptions to the normal situations were described so we are able to edit the form to better fit the needs of all. For example, instructional academic staff may be assigned credit load not only for courses but also for advising. While we have agreed to continue to redesign this first form, we are rethinking the whole process of when a form is frozen and when we will take additional changes. That, to me, includes our redesigning our whole process for seeking input on the design of a particular form, especially, those used across the campus. This time we chose a small group of stakeholders and worked with them. While they were very knowledgeable about the form and its use, the feedback received was not inclusive. During our next forms design efforts, we may hold “town hall meetings” in the academic buildings and let the users see a draft that can then be commented on by all in attendance. Perhaps that will help us get at a wider range of scenarios and shorten the time it takes to arrive at a final form.

Next week, I will describe a few of the design and workflow glitches we are experiencing. The Eforms Task Team here at UW-Eau Claire have found the BPLogix staff most receptive to our calls, efficient about delivering solutions, and very open to making modifications to their program based on our suggestions.